Privacy Policy

Account details. Your name, email address, and a securely hashed password. Accounts are created by the club (or claimed through an invite the club sends) - there is no public sign-up.

Club records. Roster information the club maintains about its athletes - name, date of birth, team placement, jersey number and position, guardian and emergency contact details, and any medical conditions a parent, the athlete, or the club chooses to record so coaches can keep athletes safe at practice.

Registration and waivers. When you register for a program, we collect what your club's registration form asks for. Your club builds that form, so the exact list is the club's decision and can include questions it writes itself. Beyond the participant's name and date of birth, which are always asked, a club can switch on any of: gender, the athlete's email address and phone number, a home address, medical conditions, up to two parents or guardians with their contact details and relationship to the athlete, and an emergency contact. We also keep the waivers you sign. A signature records the name on the account that signed it, taken from your sign-in rather than typed in, the time it was signed, and a copy of the exact document as it read at that moment, so there is a record of what was actually agreed to. We also keep your order, any discount code, and your receipt. If you join a waiting list or receive an invitation to register, we keep that offer and email you about its deadline.

Payments. When your club collects fees through ClubHub, the payment is processed by Stripe. Your card details go directly to Stripe and are handled under Stripe's own privacy policy. We never receive or store card numbers. What we keep is the record your club needs: the order, what it was for, the amount, whether it was paid, and a reference number from Stripe. Money your family pays belongs to the club, not to us.

Things you send. Messages and photos you share in team chats, announcements you post, and expense submissions (including receipt photos) coaches file for reimbursement.

Device & security records. A push-notification token for your device, so schedule changes and messages can reach you. We also log sign-in attempts and significant administrator actions, and those records include the IP address and a description of the browser or device used. That log is how we notice an account being misused, and it is the only place we record an IP address.

We don't collect your location, your contacts, or your browsing history. We don't use advertising or tracking SDKs, we don't track you across other apps or websites, and our emails carry no open or click tracking.

To run the club: taking registrations, showing the right schedule to the right families, delivering chats and announcements, notifying you of changes, processing coach expenses, and keeping accounts secure. That's the whole list - no advertising, no profiling, no selling data, no tracking you across other apps or websites.

Club administrators have an assistant that answers questions about their own club. Its answers are generated by an AI model, so they can be wrong and should be checked before being acted on.

It is available to club administrators only, it can see just the administrator's own club, and it cannot change anything on its own: every action it offers to take has to be confirmed by the administrator first. It never has access to another club's information.

We don't keep the conversation. A chat with the assistant lives in your browser and is gone when you close it; we don't store it. The model behind it is Claude, run by Anthropic, whose terms commit that content sent to its service is not used to train its models.

The service runs on infrastructure providers acting on our behalf. Each receives only what its job requires:

Neon hosts the database. Cloudflare provides the application hosting and file storage. Anthropic runs the AI model behind the Ask ClubHub assistant: what an administrator types to the assistant is sent to it to be answered. Resend delivers club email. Stripe processes registration payments and is the only one of these that handles card details. Apple and Google deliver push notifications to your device.

We never share information with advertisers or data brokers.

ClubHub's database is hosted by Neon on servers in the United States, in Oregon. Our application hosting and file storage run on Cloudflare, and club email is sent through Resend. Both are American companies operating international infrastructure.

This means your personal information, including information about children, is transferred to, stored in, and processed in the United States, where privacy law is not the same as Canada's. While it is there it may be accessible to United States authorities under United States law, including the CLOUD Act.

We tell you this plainly so your consent is an informed one, which is what the Personal Information Protection and Electronic Documents Act and British Columbia's Personal Information Protection Act both expect of us. Our providers are bound by contract to protect the information they hold on our behalf and to use it only for the job we have given them.

You can permanently delete your own login at any time in the app under Profile → Delete Account. That removes your sign-in, your device tokens, and your personal links right away. Records that belong to the club - rosters, schedules, chat history, expense records - stay with the club. For any other request (including corrections or questions about a child's information), email us and we'll help.

ClubHub is built for youth sports clubs, so it holds information about children by design. Athlete accounts are provisioned through the club, and an athlete's information is entered and managed by parents, guardians and club staff. An older athlete with their own login can edit parts of their own profile.

A child's information is used for one thing: running the club's programs. It is never used for marketing, never profiled, and never sold. Medical conditions, guardian details and emergency contacts are visible to club staff only - they are never shown to teammates or to other families, at any privacy setting.

All traffic is encrypted in transit, passwords are stored only as salted hashes, and access to club records is limited by role (a coach sees their teams; a parent sees their own athletes). We keep information for as long as it's needed to run the club and remove it when it isn't.

If this policy changes in a meaningful way, we'll update the effective date above. Questions or requests: vdtsites@gmail.com.